Acquiring assets

When to acquire new assets

Because most agencies lease their workplaces, most of the assets you acquire will be related to the fit-out – either as part of a new office fit-out, or to replace existing assets as they reach the end of their useful lifespan.

Your planning document and asset register will inform when assets need to be renewed. Any new assets need to be recorded in the asset register.

Before acquiring any assets, consider which items will:

• be most fit for purpose
• have the lowest whole of life cost
• best meet future requirements, not just current requirements.

Asset management planning

Creating and maintaining an asset register

Procurement guidelines

When procuring assets, your agency needs to:

• follow Government procurement requirements and use suppliers contracted under an All-of-Government contract or Common Capability contract (CCC) – for example, the CCC for workplace and classroom furniture
• consider whole-of-life cost – not just the purchase price, but also installation, disposal, on-going operating and maintenance costs, and in particular the labour component of the maintenance cost
• keep in mind broader outcomes – sustainable solutions that deliver long term benefits independent from direct costs
• ensure relevant products meet any applicable standards, for example AS/NZS or ISO and/or carries a manufacturer’s or supplier’s warranty – for furniture this should be at least 10 years, beginning on the date of delivery of the product
• choose cost-effective solutions that are fit for purpose and deliver an acceptable whole-of -life cost without compromising sustainability
• follow our Workplace design guidelines to ensure fit-out assets are adaptable and reusable.

Property procurement

Workplace design guidelines

Broader outcomes – New Zealand Government Procurement

Workplace and classroom furniture contract – New Zealand Government Procurement

An example of considering whole-of-life cost

When the Ministry of Business, Innovation and Employment (MBIE) went to tender for its meeting room technology in its new head office building, they included a request for technology partners to present options to them for meeting room clocks that would minimise maintenance costs.

Rather than choosing battery-powered clocks that were cheaper in the short-term, they chose to install power over ethernet (PoE) clocks.

The clocks are powered by an ethernet connection and are synchronised with the IT system. Although more expensive upfront, they delivered time and cost savings as the facilities team did not have to:

• buy or change batteries
• track whether all clocks showed the same time ongoing
• make time adjustments for daylight saving.